Holly Lake Ranch, Texas
THE POLICIES AND PROCEDURES FOUND IN THIS HANDBOOK MAY CHANGE FROM TIME TO TIME AT THE SOLE DISCRETION OF HOLLY LAKE RANCH ASSOCIATION. HOLLY LAKE RANCH ASSOCIATION EXPLICITLY RESERVES THE RIGHT TO CHANGE OR MODIFY ANY OF THE PROVISIONS OF THESE POLICIES AND PROCEDURES AT ANY TIME, WITH OR WITHOUT NOTICE.
HOLLY LAKE RANCH
This Employee Policy Handbook summarizes some of the benefits that are more significant and policies of Holly Lake Ranch Association. Holly Lake Ranch Association employees are expected to read and comply with these policies.
The insurance plan and other benefits described in this handbook are a condensed guideline to the actual plan documents from which they are administered. In the event of a discrepancy, the actual plan document will prevail.
The policies and procedures set forth in this employee handbook are not a binding employment contract. This handbook provides general guidelines only and none of its provisions are binding or contractual in nature. I understand that all employment with Holly Lake Ranch Association is “at will”, meaning that my employment may be terminated at any time, with or without notice, by either Holly Lake Ranch Association or the employee.
This handbook is not a contract guaranteeing employment for any specific period of time. While we certainly hope that your employment relationship with Holly Lake Ranch Association will be successful and long term, either Holly Lake Ranch Association or the employee may end this relationship at any time, with or without cause, notice, or reason. No manager, supervisor, or representative other than the Holly Lake Ranch Association president or chief operating officer has the authority to enter into any agreement guaranteeing you employment for any specific period of time or to make any written or oral promises, agreements, or commitments contrary to this policy. Further, any employment agreement entered into by the president or chief operating officer will not be enforceable unless it is in writing.
This handbook replaces and supercedes all earlier Holly Lake Ranch Association personnel practices handbooks, policies, and guidelines.
Occasionally a situation may arise that you feel is not covered by this Handbook. These situations should be referred to your immediate supervisor.
EQUAL EMPLOYMENT OPPORTUNITY
Holly Lake Ranch Association provides equal opportunity without regard to race, color, sex, religion, national origin, age, or disability. Holly Lake Ranch Association conforms to all applicable federal and state laws, rules, guidelines and regulations, and provides equal employment opportunity in all employment and employee relations.
Holly Lake Ranch Association assures that all applicants for employment and all Holly Lake Ranch Association employees are given equal consideration based solely on job-related factors, such as qualifications, performance, and availability. Such equal consideration applies to all personnel actions, including but not limited to recruitment, selection, appointment, job assignment, training, transfer, promotion, merit increases, demotion, termination, pay rates, and fringe benefits. Holly Lake Ranch Association reviews, evaluates, and monitors, all personnel matters to ensure that they are in accordance with this policy.
Holly Lake Ranch Association investigates charges of alleged discrimination in employment, and informs Holly Lake Ranch Association employees of their rights concerning equal employment.
Holly Lake Ranch Association assures that its personnel act in conformity with the principles outlined in this policy through strict adherence to the above statements and recognizes that the effective application of equal opportunity in employment must involve more than a nondiscriminatory policy statement. Holly Lake Ranch Association recruits, hires, trains, and promotes into all job levels the most qualified persons without regard to race, color, sex, religion, national origin, age, or disability status. Holly Lake Ranch Association takes positive steps to eliminate any discrimination from its personnel practices, and creates an environment that encourages equal opportunity for all of its employees.
Holly Lake Ranch Association distributes information regarding equal employment opportunity through the employee handbook, new employee orientation materials, training material, and various publications. EEO-related complaints may be made to your supervisor or to any of Holly Lake Ranch Association’s human resource counselors who are located in the administration office.
EMPLOYEE INFORMATION AND RECORD KEEPING
Employees are responsible for advising Holly Lake Ranch Association Personnel Department of any changes in personal information, such as a change in address, phone number, or any other information, such a marital status, that may affect tax withholding or insurance coverage.
You are strongly encouraged to regularly and informally discuss your job performance and goals with your Manager. Additionally, more formal performance reviews are generally conducted after completion of the Initial Employment period and annually thereafter. Reviews provide an opportunity for you and your Manager to discuss job duties, strengths and weaknesses, mutual concerns, and long term goals. Performance reviews and the appraisal process are subject to HOLLY LAKE RANCH ASSOCIATION’S discretion and may be changed or eliminated, as Management deems appropriate.
PERFORMANCE IMPROVEMENT NOTICE
On occasions, there may be a need to address a problem related to job behavior or performance. The Performance Improvement Notice procedure is designed to address this need.
Performance Improvement Notice is a procedure used to provide you, where appropriate, with clear direction for necessary improvement in performance or behavior. The intent of this procedure is to provide you with the opportunity for improvement.
PROMOTION AND TRANSFER
Holly Lake Ranch’s preference is to fill new job opportunities by promotion from within whenever appropriate.
Your progression to higher job levels and/or more responsibility is determined by management and is based upon demonstrated merit, ability, qualifications, and growth potential, without regard to race, color, religion, age, national origin, or any type of disability.
Holly Lake Ranch Association will maintain standard definitions of employment and will classify all employees in accordance with these definitions.
Definitions of Employment
REGULAR – Full-time employment in an established job requiring 40 hours or more per week.
SALARIED – Paid semi-monthly.
HOURLY - Paid weekly.
TEMPORARY – Employment in a job established for a specific period or for the
duration of a specific job.
PART-TIME – Employment in an established job requiring less than 40 hours based on
a yearly average, project, or group of assignments; paid weekly.
All employees must meet minimum federal and state requirements pertaining to employment.
PARTICIPATION IN BENEFIT PROGRAMS
REGULAR – Participate in applicable benefit programs.
PART-TIME – Participate in no benefit programs.
TEMPORARY – Participate in no benefit programs.
ASSOCIATION SERVICE DATE
The date of a persons ninety (90) day review is the date used for determination of eligibility in Association benefit programs.
CONTINUOUS SERVICE DATE
Continuous Service is uninterrupted employment and classification as a regular employee. It is ended under the following circumstances:
Any change of employee status (pay, position, etc) will require a Change of Status form to be sent to the Payroll Department.
Salaried personnel will be paid on the 15th and the last day of each month, after 2:00 p.m. Should either of these days fall on a Saturday or Sunday, payroll checks will be distributed on the Friday before. If this date falls on a holiday, payroll checks will be distributed on the last working day before the holiday.
Hourly personnel will be paid each Friday after 2:00 p.m. for work performed the proceeding week. The workweek will begin on Monday and end on Sunday. If payday falls on a holiday, payroll checks will be distributed on the last working day before the holiday.
The purpose of this policy is to provide and equitable measure of compensation for eligible individuals who have been terminated by Holly Lake Ranch Association and to encourage management to take prompt action whenever an employee lacks the ability to perform the duties of their position satisfactorily.
It is the Holly Lake Ranch Association’s intent to provide continuous employment to all employees; however, conditions may arise which necessitate the termination of an employee.
Termination at Association’s Election
A permanent separation initiated by the Association due to the employee’s inability to perform satisfactorily the duties of his of her position or any acts detrimental to the best interest of the Association.
Termination at Employee’s Election
A permanent separation initiated by the employee. Upon notification by an employee that he or she plans to end their employment with the Association, the resignation will be accepted. Notices will be considered on a case-by-case basis, with approval by the General Manager. If an employee provides verbal rather than written notice of intention to terminate employment with the Association, the employee’s supervisor will immediately have a written resignation prepared and signed by the terminating employee. No employee who initiates his separation from the Association, regardless of the date the Association accepts the resignation, will be eligible to receive termination pay. Any employee who fails to notify a supervisor when they will be late or unable to work is considered self-terminated. The Association may end your employment with Holly Lake Ranch Association at any time; likewise, you may resign at any time. The Association would appreciate a two-week notice if you decide to resign. The Association will not be obligated to compensate any person in any way after they have left the Association.
NOTICE OF UNSATISFACTORY BEHAVIOR
Sometimes an individual will be hired who begins to consistently behave in an unsatisfactory manner or is unable to efficiently fulfill the job function for which he or she was hired. Should this occur, a written warning notice to the employee of unacceptable behavior must be issued within a reasonable amount of time of the event. Both the employee and the supervisor are to sign the warning in acknowledgement of delivery and receipt. Copies of the warning notice are to be kept by the supervisor and the employee with the original being sent to payroll. Three warnings should (some blatant violation would require less warnings) be issued before termination to ensure adequate notice to the employee of Holly Lake Ranch Association’s dissatisfaction with his or her performance. Performance Improvement Plan may be issued in place of the three warnings in some cases.
In effecting this policy, the Association seeks to achieve two things:
Situations will arise when, in a supervisor’s opinion, an employee should be terminated immediately. The supervisor will make determination of the need of immediate dismissal with approval from the General Manager. In these instances, any notice requirements will be waived.
Any employee witnessing an act by another employee, sub-contractor, sub-contractor’s employee or other individual, which may constitute a crime with respect to property of the Holly Lake Ranch Association will be expected to immediately report such an act to his or her supervisor.
Upon discovering any act by any employee, sub-contractor, sub-contractor’s employee or other individual, which may constitute a felony under the criminal laws of the jurisdiction where such act is committed with respect to burglary, robbery, theft, assault, sabotage, vandalism, etc., the Association in every instance will take prompt action to (i) report such suspected felony to the appropriate governmental authorities; i.e., Police or Sheriff’s Department, (ii) request the investigation and prosecution of such an act, and (iii) fully cooperate with such authorities in any ensuing investigation and prosecution.
Furthermore, in all dealings with governmental authorities concerning the prosecution of criminal offenses, the Association will request such prosecution be made to the fullest extent permitted under applicable law, including seeking the maximum allowable fine or imprisonment term.
In all instances, the Association will take appropriate action to recover any monetary damages to the Association arising from criminal activity perpetrated against the employee or other individual after criminal prosecution has been completed. No restitution or other form of reimbursement to the Association will be accepted in lieu of such prosecution.
EQUIPMENT AND INFORMATION SECURITY
While employed with Holly Lake Ranch Association you may have access to a great deal of expensive equipment for which you will be held responsible. You also may develop or be exposed to many types of information that is confidential and proprietary to the Association. This information may include but not limited to the following:
Failure to maintain proper control of confidential information could cause the Association irreparable harm. You are cautioned to respect this confidentiality and are not permitted to disclose such information outside the Association or with other employees. Such indiscretions may result in immediate termination.
All Association assets are available for on-the-job, business purposes only.
Personal local telephone calls are to be at a minimum and should not be made on company time.
Personal long distance calls are not to be charged to the Association.
Holly Lake Ranch Association automobiles and trucks may be driven by the employees for business purposes only.
SOLICITATION AND DISTRIBUTION
No employee may solicit for any reason during working hours. No employee may distribute any literature or other materials during work hours or in work areas. This rule is established for the purpose of preventing interference with work and applies to employees doing the soliciting or distributing as well as employees being solicited or receiving distributions. Non-employees may not solicit employees or distribute literature on the Associations premises at any time. Non-employees include employees who are off duty.
DRUG AND ALCOHOL ABUSE
Holly Lake Ranch Association has a strong commitment to its employees to provide a safe workplace and promote employee health. Consistent with the spirit and intent of this commitment, Holly Lake Ranch Association has established this policy regarding drug and alcohol abuse. Quite simply, our goal is to maintain a work environment that is free from the effects of alcohol and drug abuse. This goal is particularly critical to Holly Lake Ranch Association’s compliance with requirements regarding a drug and alcohol free environment that often are imposed by the Association’s clients.
The following are examples of acts which are strictly prohibited while on Association property or work sites, while conducting Association business off-site, or while operating any vehicle while on Association business:
Testing happens quarterly on a random basis, testing positive will result in immediate termination. For further information regarding Holly Lake Ranch Association’s policy on drug and alcohol abuse, please contact your immediate supervisor.
All requests for reimbursement for reasonable and necessary expenses are to be tendered for reimbursement.
A reimbursement of thirty-one ($.31) cents per mile will be paid for the use of a personal car for non-sales related travel expenses as authorized by the employee’s supervisor.
All expense reports must be approved by the employee’s immediate supervisor and receipts must be included.
Persons employed in certain departments will be required to wear uniforms as designated by Management.
Employees will be responsible for the cost of these uniforms, and any additional costs that are the result of intentional harm or loss of uniforms. Holly Lake Ranch Association reserves the right to deduct any such costs from employees’ check.
The following leave benefits are offered to employees. Family Bereavement, Election Day, Jury Duty, Leave of Absence, Leave without Pay, and Pregnancy Disability.
An employee may be granted vacation leave, sick leave, or an excused leave of absence without pay by the immediate supervisor, to attend a member of the immediate family, as defined above, which is ill.
An employee called as a trial witness in a court action will be granted an excused leave of absence by his or her supervisor covering the time attendance as required by court, and will be compensated at the normal rate of pay, less witness fee, provided:
Employees will not be granted excused leave of absence in legal action involving
marital relations of members of his or her family, as described above, or civil actions in which the employee is called as an expert witness and is compensated by the party retaining his or her service.
For further information on Holly Lake Ranch Association’s leave benefits, please contact your immediate supervisor.
Salaried and regular hourly employees shall be entitled to accrue sick leave at the rate of one day for each three months of continuous employment or a total of four days per year. An employee may accrue up to but no more than four days of paid sick leave. No more than four days of paid sick leave may be used in one year. Sick leave with pay may be taken when sickness, injury, or pregnancy and confinement prevent the employee’s performance of duty. In order to qualify for paid sick leave you must report, or have reported, you absence to your immediate supervisor or designated contact person at the beginning of the work day, or in the case of prolonged illness, at appropriate intervals. A supervisor may require a doctor's certificate of illness. With the approval of your supervisor, you may use sick leave to attend a member of your immediate family who is actually ill and requires your attention. Immediate family is defined as the employee’s spouse, the employee’s or spouse’s parents, brothers, sisters, grandparents, and children.
The granting of sick leave by the Association does not eliminate physical fitness as a factor in the supervisor’s evaluation of the employee’s capability to do the work assigned. You do not have a vested right to the sick leave accrued as a result of service to the Association, and you will not be compensated for any accrued sick leave upon termination for any reason from the Association. Sick leave shall not apply to job related injuries or illness.
The following are paid holidays for full time employees and will be observed by all departments:
New Years Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and the day following Thanksgiving Day, and Christmas Day.
To be compensated for the holiday the employee must work his or her scheduled hours the workday before and the workday after the holiday.
Due to our operation, if an employee has to work on a holiday, he or she will be paid time and a half (for actual hours worked), or be given a compensating day to be taken within 30 days.
Holly Lake Ranch Association believes your morale, health, and performance are improved by vacations. You are encouraged to use your earned vacation time at least once each year. Your supervisor must approve all vacations.
Vacations must be taken within the one-year’s time for which they have been earned and will not be carried over to another vacation year.
Salaried and regular hourly employees will be entitled to two (2) weeks paid vacation after one year of employment, three (3) weeks paid vacation after five years of employment, and four (4) weeks paid vacation after ten years of employment.
If a paid holiday occurs during a vacation, it will not be counted as a vacation day, but will extend the vacation period.
Holly Lake Ranch Association’s success is dependant upon you being at work during scheduled hours. However, there will be occasions when weather conditions make attendance difficult. Employees who will be absent or significantly late for work due to weather conditions must notify their supervisors.
While at Work
In cases of extreme weather conditions, primarily snow and ice storms, the Association may suspend operations for all or part of the day. That decision will be made by management and announced through department supervisors. Many factors and conditions affect this decision and each case will be determined individually. If you are sent home or asked not to report, you will be paid for the entire day.
Under these conditions, employees scheduled to work will be paid for the day. However, if you are on vacation, sick leave, leave-of-absence, etc., this inclement weather accommodation will have no effect, and no adjustments will be made on your leave time.
HEALTH AND MAJOR MEDICAL INSURANCE
The Association only pays employee coverage.
Employee dependant coverage is available at employee’s expense.
Prescription Drug Program is included in insurance.
*See Administration Office for quotes.
*Available to full-time employees only.
This insurance is provided to all employees at the expense of Holly Lake Ranch Association for on-the-job occurrences.
Should an accident take place, it is crucial that it be reported immediately.
Dental Insurance- All full-time personnel are eligible after three (3) months of employment.
Coverage is available at employee’s cost.
*See Administration Office for quotes.
*Available to full-time employees only.
SUPPLEMENTAL LIFE INSURANCE
Provided on major medical group policy.
401-K Retirement Program
401-K Retirement Program is available.
Please see Administration Office for further information.
All Holly Lake Ranch Association employees have the right to work in an organization free of discrimination, harassing conduct, and unwelcome sexual advances or requests for sexual favors. Verbal, physical, or other communication or conduct by an employee, Manager, customer, or supplier who harasses, disrupts, or interferes with another’s work performance or creates an intimidating, offensive, or hostile environment will not be tolerated. All forms of harassment, whether based on sex, race, color, religion, age, disability, or other protected class are unlawful activities, unacceptable work behavior, and expressly prohibited. Same sex as well as heterosexual harassment is prohibited.
Examples of Harassment
Harassment may include conduct (both obvious and subtle) that demeans another person or shows hostility toward an individual because of protected characteristics. Examples include but are not limited to: teasing, unwelcome advances, leers, repeated requests for a date, inappropriate touching, pinching or patting, practical jokes, offensive or lewd remarks, inappropriate personal questions, showing or posting inappropriate pictures or cartoons, and offensive use of the internet, e-mail, voice mail, and other communication systems.
Harassment may exist when:
If you believe you have been harassed or if you have questions regarding this policy, you are strongly encouraged to contact your manager or the General Manager of Holly Lake Ranch Association immediately. Questions and complaints will be investigated promptly and as confidentially as possible under the circumstances. Employees should feel free to raise their concerns or make complaints without fear of retaliation.
An employee found to have participated in sexual or any other type of harassment will be subject to corrective action up to and including termination.
*Holly Lake Ranch Association*
Drug and Alcohol Screening Authorization
I, ____________________________, give my permission to the Holly Lake Ranch Association and the laboratory it has selected to conduct the tests required for drug and alcohol testing for reasons described is the Associations policy on Drugs and Alcohol.
I understand that if the result of the first drug/alcohol test is positive the laboratory will conduct a second test using a different and more sensitive analytical method to confirm the original result.
I understand that if the positive results to the test are caused by medications prescribed by an accredited physician for treatment of a current condition, the Association will verify the circumstances with the doctor before taking actions affecting my employment or job.
I understand that if positive results to the test are caused by drugs or alcohol that are not part of a currently prescribed medical treatment program, my employment will result in termination.
I understand that if I refuse to participate in this drug/alcohol test and/or do not authorize the Holly Lake Ranch Association and my personal physician to discuss any medications that I may be taking, I will be subject to termination or will not be offered employment.
I understand that random drug testing can be done on an individual basis at the discretion of the General Manager.
I have read this form and had the Association’s drug and alcohol policy, including the provisions for this future test, fully explained to me.
______________________________ ________ ___________________________ _________
Employee/Applicant Signature Date Witness Signature Date
______ Check this space if the employee/applicant refused to sign the form. Explain the ramification of his/her verbal refusal. Both and employee and witness should sign and date the form in the spaces below.
__________________________ _______ ____________________ _______ Employee/Applicant Signature Date Witness Signature Date
WAGE DEDUCTION AUTHORIZATION AGREEMENT
I understand and agree that my employer, Holly Lake Ranch Association , may deduct money from my pay from time to time for reasons that fall into the following categories:
(1) my share of the premiums for the Company’s group medical/dental plan;
(2) any contributions I may make into a retirement or pension plan sponsored, controlled, or managed by the Company;
(3) installment payments on loans, store credits, or wage advances given to me by the Company, including the value of merchandise that I purchase or have purchased on my employee charge account, and if there is a balance remaining when I leave the Company, the balance of such loans, store credit, or advances;
(4) if I receive an overpayment of wages for any reason, repayment of such overpayments to the Company ( I agree that any overpayment of wages is an advance of future wages payable to me and that my employer may deduct all or any part of such an overpayment from any future paychecks that I may earn until the balance of the overpayment is reduced to zero);
(5) the cost to the Company of personal long –distance calls I make on Company phones or on Company accounts, of personal faxes sent by me using Company equipment or Company accounts, or non-work related access to the Internet or other computer networks by me using Company equipment or Company accounts;
(6) the cost of repairing or replacing any Company supplies, materials, equipment, money, or other property that I may damage (other than normal wear and tear), lose, fail to return, or take without appropriate authorization from the Company during my employment;
(7) the cost of Company uniforms and of cleaning the uniforms;
(8) the reasonable cost or fair value, whichever is less, of meals, lodging, and other facilities furnished to me by the Company in connection with my employment;
(9) administrative fees in connection with court-ordered garnishments or legally-required wage attachments of my pay, limited in extent to the amount or amounts allowed under applicable laws;
(10) if I take paid vacation or sick leave in advance of the date I would normally be entitled to it and I separate from the Company before accruing time to cover such advance leave, the value of such leave taken in advance that is not so covered;
(11) the value of any time off for absences to which paid leave is not applied open (non-exempt salaried employees will have all such unpaid leave deducted from there salary, while exempt salaried employees will experience salary reductions only in units of a full day at a time);
(12) if my employer pays any insurance premiums or retirement system contributions (“payments”) on my behalf that I would normally make under the applicable Company benefit plan, the amount of such payments made by the Company, such payments being an advance of future wages payable to me.
(13) (any other items appropriate for your Company’s situation - go over this with your attorney).
I agree that the Company may deduct money from my pay under the above circumstances, or if any of the above situations occur.
Employee’s name Name of Company representative
RECORD OF RECIEPT OF EMPOYLEE HANDBOOK
I (________________________________) ACKNOWLEDGE RECEIVING THE EMPLOYEE POLICY HANDBOOK. I CLEARLY UNDERSTAND THAT THIS POLICY HANDBOOK DOES NOT CREATE A CONTRACT FOR EMPLOYMENT WITH HOLLY LAKE RANCH ASSOCIATION, AND THAT HOLLY LAKE RANCH ASSOCIATION MAY CHANGE OR MODIFY THE POLICIES AND PROCEDURES FOUND IN THIS HANDBOOK AT ANY TIME, WITH OR WITHOUT NOTICE.
EMPLOYEE SIGNATURE DATE